How Get A Code In Code.Org To Overlap Each Other Pile, Don’t File!

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Pile, Don’t File!

Papers are one of the scourges of the modern office. Even mine tends to take over, if I’m not very careful. So how do you get a handle on the endless piles of paper that accumulate on your desks, especially if filing isn’t one of your strengths? There are solutions, including some that don’t even involve filing! So how do you go about it, if you can’t file, or are afraid that anything you file will be forgotten?

1. DESCRIPTION

First, set aside some time where you are likely to be undisturbed. Then group all your piles – if not all in one pile, at least all in one part of the room. Now check all your papers, and decide if they belong to:

– Papers you haven’t touched yet

– Papers you need to do (like an invitation with an RSVP, or an article you want to read, a letter you need to answer, etc.)

– Papers that you no longer need, but need or want to keep because they have legal value or you know you will need to use them again.

– Papers that can be thrown away Don’t read the whole document, just know what you need to do about it. If this is a problem, a solution I used with a client was a beeper set to beep every 20 seconds or so. This is a great reminder, and we rarely need more than 20 seconds to figure out where a paper belongs.

Even if you can’t get past this point, you already know where to find this invitation, or this paper you read 3 years ago that has the information you need. It may take you a little while to find it, but at least you’ll find it.

2. FAT

Now, in the second step, pile again! When the sorting is done, go back to the papers you need to work on, and go back to the pile again, making small piles that correspond to a category. It can be organized by project, type of action, due date, topic, or any other way that makes sense to you. At this point, the piles in front of you should be smaller, and more numerous.

3. FILE – OR FILE-FILE

Now is the time to file. You can file your papers in a special file holder for your active work, or, if you can’t divide your piles, you can see your piles spread out on your desk, credenza, file cabinet, etc. The key is to ORGANIZE. them, and make sure they don’t overlap. The latter is easy to solve: Put your piles in trays, baskets, boxes, magazine files, things that will prevent them – and make your desk immediately more tidy, even if it is full of piles.

Organizing your piles is a little trickier. Here are some examples of pile organization. Choose the one that appeals to you the most:

– The Labels: Write your piles on one of the folded name tags used to put the names of the panelists in a conference, or, more simply, any kind of construction paper folded in two , and add both sides. If you choose to play with construction paper, you can color code your piles, to find what you’re looking for faster.

– The Positioning: This is a system where all the papers related to the calls to be made are placed right next to the phone; items to be inserted into the computer next to the computer, etc. You can also line up all your projects on your desk, the first one to work on that day to your left, the second one next to it, and so on.

– The Lists: On top of your piles, keep a running list of their content. This way, you know what’s in the pile and only have to look at the lists to know where to look. Even better, the lower the document is in your list, the higher it is in the stack.

Now you have a filing – or rather search – system!

At this point, the unfinished pile left is the one that contains the papers you want or need to keep, but don’t need to act on. The system that makes the most sense is still a filing cabinet, with classical hanging folders and manila folders. However, if you don’t find yourself opening drawers, you can use Steps 2. and 3. above to do your long-term filing too. The only downside is that you need a large amount of horizontal space, such as shelving. You also need to make sure that the things that indicate what’s in your piles (labels, lists) are vertical and in an easy-to-read place.

Happy road to a pile filing system that works for you!

Copyright 2006 Karin Vibe Rheymer Stewart

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